South Sudan: Senior Finance Coordinator

Introduction

Cordaid is a Dutch, international non-governmental organization which combines 100 years of experience and expertise in emergency aid and structural poverty eradication. Cordaid believes in a world without poverty and exclusion. We strive for a just and sustainable society where every person counts. We stand for knowledge and talent sharing between North and South, between farmers and businesses, between activists and policymakers. Where poverty, conflict and exclusion tear up societies, we connect people and communities. We also stand for professionalism, expertise and solidarity across borders, to make a difference where it is most needed. Together with more than 600 partner organizations in Africa, Asia, the Middle East and Latin America we structurally improve the living conditions of the poorest and most excluded populations - the bottom billion.

Cordaid has been active in South Sudan for more than 20 years, with a strong focus on civil society capacity-building. Currently, it has programs in the area of Emergency Response, DRR, Health, Food Security, Security & Justice, Women Leadership and Investments.

Presently, Cordaid is expanding its program in different parts of the country. For that purpose, additional technical capacity is required.Therefore, Cordaid would like to recruit a Senior Finance Coordinator as detailed below, **

Senior Finance Coordinator

Based in Juba with 40% travel to the field

Reporting line

The Senior Finance Coordinator-Health reports administratively to the Programme Manager-Health and with a functional line to the Finance Controller.

Purpose of the Position

S/he ensures effective and efficient management of the financial and administrative functions of the Health Department’s project budgets and financial reviews and timely quality reporting.

S/he ensures the accurate and prompt reporting on all funds received for the health programmes and that the donor reports are submitted within the stipulate deadlines and meet the donor requirements and standards.

Responsibilities and Accountability

Finance Management

1. Review and verify that all payment requests are budgeted for, are allocated the appropriate project budget code, and are approved by the Programme Manager-Health before they are submitted for processing.
2. Continuously communicate with Programme Manager-Health on cash flow management and process cash requests to donors/HQ timely.
3. Ensure that all projects are executed in line with the donor agreements and the applicable donor regulations, staying abreast of changes in regulatory environment related to donor/grant compliance; updating partnership process, tools, policies and procedures as necessary.
4. Ensure compliance with current program budgets and spending policies, and propose improved reporting templates and systems and procedures regarding spending guidelines, cost savings, cost allocation, and annual planning. Any changes to the policies and systems must be approved, disseminated and be aligned to the donors and Cordaid standards.
5. Prepare and revise, as directed by the Finance Controller, revisions on the programme, grant proposals and budgets to ensure that all are in line with donor guidelines and format
6. Enforce all internal control measures and propose revisions to internal control measures as and when required

Grant Management and Reporting

1. Lead in the budget preparation for new project by consolidating and submitting relevant information as and when it is required.
2. Prepare budget performance reports on monthly basis, identify and report on any deviation and discrepancies on the budget and the expenditure alignment.
3. Ensure that the budgeted monthly expenditures are within the proposed budget limits and procurement plan, and that funds are used only on approved expenditures.
4. Conduct cost and budget analysis on shared cost and ensure that each budget shared cost is allocated and is justified.
5. Review budgeted versus actual expenditure reports, and ensure adherence to restrictions on line item.
6. Ensure that all identified discrepancies and/or ineligible expenditures/ on misallocation and/or payment of unauthorized amounts are clarified timely
7. Participate in monitoring and revision of programme budgets.
8. Maintain an updated record of each project budget, budget codes and budget allocation records for reference and use when reviewing the donor financial records captured in the accounting system.
9. Prepare and submit the monthly Financial Reports at Juba Level and manage the finance reporting process and support document submission deadlines from the Field Offices.
10. Review reports and support documents from the field offices and partners, and ensure accuracy, quality and compliance with donor requirements. This may involve substantial editing, translation and contributing to writing to ensure the reports are in coherence to the donor standards, templates and requirement.
11. Compile a comprehensive financial (Budget Report) and donor reports for submission to the donor.
12. Coordinate and complete proposal revisions, follow up and negotiate cost extension requests as and when needed in liaison and collaboration with the Programme Manager-Health and the Finance Controller 13.** Provide technical advice and input on closeout procedures and management of the grants.

Administrative Support and Management

1. Manage programme audits and conduct audit trails following the management report.
2. Manage the report submission calendar and ensure deadlines for submission of reports, receipt of reports from the partner and field offices are consistently met. The calendar must include cluster meetings, donor meetings, partners meetings, audit periods and suggested trainings schedules as provided by the donors.
3. ensure that all work advances given to the departmental staff are liquidated within the stipulated period and in advance of the next requested work advance. Ensure that this is done procedurally before passing to Finance Controller for approval and eventual booking.
4. Prepare and maintain a donor report tracking system to ensure that all reporting deadlines are met, including key donor and project milestones, tracking expenditures against donor budget and advise project managers of any changes on the timelines.
5. Conduct field visits and provide full finance and administration support to the field offices. Identify and address knowledge and skills gap realised at field level and support the staff through coaching and training.
6. Maintain the records (hard and digital copies) of all submitted proposals (awarded and declined), MoUs and Grant Agreements including amendments, reports submitted, donor reviews, Audit reports and Management Reports plus other donor communications. Ensure that tags are inserted on confidential documents and these are securely contained.
7. In consultation with the Finance Controller develop an archiving system to ensure maintenance and retention of project reports and documents for future reference as per Cordaid and donor retention policy.
8. Contribute to documentation of lessons learnt and best practises for the Country programmes
9. Attend to any other duties as directed and instructed by the Line Manager.

Qualifications and skills

1. Advanced Degree (Masters) in Accounting, Finance, or Business Administration and Management (MBA)
2. Minimum of 5 years post-qualification work experience in a similar position
3. Excellent understanding of donor regulations and procedures
4. Strong project management skills with proven track record of completing complex tasks under time-sensitive deadlines, while continuing to manage on-going long-term projects
5. Ability to record financial information accurately.

Further information and how to apply

Interested and qualifying applicants can submit their application letter including a CV in English and contact details of at least 3 professional references to the following email hr.southsudan@cordaid.org

Mention the vacancy reference number in subject line:

CSS25/04/18 Senior Finance Coordinator

Deadline for submission is by the 11^thof May 2018

Cordaid is an equal opportunities employer and women are strongly encouraged to apply

Only shortlisted candidates will be contacted.